The School & Community Tour Coordinator is responsible for the logistical planning, scheduling,
and coordination of school and community group visits to the museum. This role requires
exceptional organizational skills, attention to detail, and strong communication abilities to
ensure that thousands of annual visitors, including school groups, receive a seamless and
impactful experience.
The ideal candidate is highly organized, proactive, and comfortable managing multiple
schedules, coordinating across teams, and problem-solving in a fast-paced environment.
Key Responsibilities
Tour & Field Trip Coordination
- Schedule all school and community group tours, field trips, and special experiences, ensuring efficiency and alignment with museum capacity.
- Serve as the primary point of contact for teachers and group organizers, managingall logistics, expectations, and pre-visit communication.
- Gather details from organizers regarding group size, accessibility needs, learning goals, and visit objectives to tailor their experiences
- Ensure all necessary materials, guides, and resources are sent in advance of each visit.
- Coordinate reminder and thank-you communication for all tour groups.
Communication & Collaboration
- Work closely with the Museum Experiences Supervisor to ensure tours run smoothly and seamlessly.
- Maintain ongoing communication with docents, volunteers, and museum staff about their roles in upcoming tours.
- Provide clear and timely updates to HHC staff regarding scheduled tours, logistical changes, and specific tour needs.
- Serve as the liaison with Cincinnati Museum Center (CMC) staff, ensuring proper coordination of museum space.
- Serve as the liaison with the Ohio Holocaust & Genocide Memorial & Education Commission (OHGMEC), ensuring OHGMEC’s field trip funding model is efficiently applied for maximum impact.
- Establish and maintain positive working relationships with schools, community organizations, and partner institutions.
Administrative & Operational Support
- Accurately log tours in HubSpot, Outlook, Ticketure, and other scheduling tools to ensure seamless coordination and data tracking.
- Manage invoicing for all education programming, including tours, workshops, and the Coppel Speakers Bureau.
- Maintain up-to-date records in Hubspot of tour attendance for reporting and evaluation.
- Identify opportunities for process improvements in tour scheduling and logistics to enhance efficiency and visitor experience.
Qualifications & Experience
- Associate’s degree in business administration, nonprofit administration, hospitality management or a related field,
- Ability to manage complex scheduling, logistics, and simultaneous projects
- Comfort with platforms like HubSpot, Outlook, Ticketure, and general office software (Excel, Word, etc.)
- Strong verbal and written skills for liaising with educators, museum staff, and community leaders
- Accuracy in scheduling, invoicing, and recordkeeping
- A helpful, patient, and professional manner when working with educators and the public
- Ability to learn new tools and work efficiently in a mostly remote setting
- 2+ years in a coordination, administrative, hospitality, or customer service role
- Ability to work independently in a mostly remote environment
- Must be available for occasional in-person meetings or events
- Experience working with schools or nonprofit organizations is a plus
